shireland collegiate academy trust policy emergency plan · emergency management team -...

Committee and Date Approved SPC Board – June 2019

Category Statutory

Next Review Date Annually unless change in legislation – Summer 2020

Policy Availability Academy Website

Officer Responsible Principal

The Trust, all Academies within the Trust and Shireland Learning Limited must

comply with this policy.

Shireland Collegiate Academy Trust Policy

Emergency Plan 2019

Emergency Plan Page | 2

Contents

Incident Response Activation ............................................................................................. 4

Emergency Contact Sheet .................................................................................................. 5

Introduction ........................................................................................................................ 7

Statement of Intent .......................................................................................................... 7

Definition of an Emergency ............................................................................................. 8

Types of Emergency ....................................................................................................... 8

Scope of the Plan ............................................................................................................ 8

Aim and Objectives of the Emergency Plan ..................................................................... 9

Plan Activation ................................................................................................................ 9

Levels of Activation ......................................................................................................... 9

First Actions in an Emergency .......................................................................................... 10

Activation Process – first actions by person alerted to the emergency .......................... 10

First Actions by Associate Principal / Senior Vice Principal ........................................... 10

Emergency Management Team (EMT) ............................................................................. 11

Outline of the Roles of the Emergency Management Team (EMT) ................................ 11

Incident Response ............................................................................................................ 16

Aide-Memoire 1 – Unplanned School Closure ............................................................... 16

Aide-Memoire 2 – Death or Serious Injury to a Pupil or Staff ......................................... 17

Aide-Memoire 3 – Outbreak of Disease ......................................................................... 18

Aide-Memoire 4 – School trip Incident ........................................................................... 19

Aide-Memoire 5 – Fire or Flood ..................................................................................... 20

Aide-Memoire 6 – Bomb Threat .................................................................................... 21

Aide-Memoire 7 – Unplanned Loss or Shortage of Key Staff ......................................... 22

Aide-Memoire 8 – Denial of Access............................................................................... 23

Aide-Memoire 9 – Failure of Technology or Loss of Data .............................................. 24

Aide-Memoire 10 – Loss of Key Suppliers, Partners or Third Parties ............................ 25

Aide-Memoire 11 – Loss of Utilities ............................................................................... 26

Appendices ...................................................................................................................... 27

Appendix 1 – Recording Details of Incident ................................................................... 27

Appendix 2a – Incident Log Sheet of Telephone Calls Decisions and Other Matters..... 28

Appendix 2b – ‘Logging’ or Recording of Actions .......................................................... 29

Appendix 3 - Telephone Bomb Threat Sheet ................................................................. 30

Appendix 4– Overall Incident Management - Action List for CEO / Principal / Senior Vice

Principal ........................................................................................................................ 32

Appendix 5 – Action List for Welfare Coordinator .......................................................... 33


Appendix 6 – Action List for Communications Coordinator ............................................ 33

Appendix 7– Action List for Media Management Coordinator ........................................ 34

Appendix 8 – Action List for Resources Coordinator ..................................................... 35

Appendix 9 – Guidance on Temporary, Unavoidable Academy Closure ........................ 35

Appendix 10– Emergencies on Educational Visits ......................................................... 37

Appendix 11 Roles and Contacts within Academies ...................................................... 41


Incident Response Activation

EMERGENCY

See relevant emergency scenario aide-

memoire

1.

Unplanned School Closure

2.

Death or Serious Injury to a Pupil or

Staff

3. Outbreak of Disease

4 School Trip Incident

5 Fire or Flood

6 Bomb Threat

DISRUPTION

See relevant emergency scenario aide-

memoire

7.

Unplanned Loss or Shortage of

Key Staff

8.

Denial of Access

9. Failure of Technology or Loss of

Data

10.

Loss of Key Suppliers, Partners or

Third Parties

11.

Loss of Utilities

Emergency or Disruption?

Assess the information regarding the incident

Decide on the appropriate level of activation (See below)


Emergency Contact Sheet

Local Authority Contacts Office Hours / Out of Office Hours Number

Area Education Officer Office Hours Only 0121 569 8385

Children Services 24 Hours a day 0121 569 3100

Child Safeguarding 24 Hours a day 0121 569 3100

Director of Children and Young Peoples Services

Office Hours

0121 569 2200 0121 569 8224 (fax)

Environmental Health Office Hours Only

0121 368 1177

Educational Visits Advisor Office Hours Only 0121 368 1166

Property Services Office Hours Only

0121 569 2200

Public Health (Sandwell)

Office Hours Only

0800 011 4656 0121 569 5100

Educational Psychologists Office Hours Only 0121 553 7411

Resilience Unit: 24 Hour Emergency Number – out of hours Office Number Alan Boyd (Head of Unit)

0121 569 6800 0121 569 3983 / 3313 01922 652026 07831 639449 [email protected]

School Organisation Team (Unplanned School Closures) Risk and Insurance: Zurich Municipal Insurers Risk Management Section

Office Hours Only Direct Dial Number General Enquires

0121 569 8298 0121 569 3739 0121 456 1999

Utility Companies Office Hours / Out of Office Hours Number:

Gas – Total Gas General Enquiries 0333 003 7874

Electric – Sothern Electric General Enquiries 0345 070 7373

Water – South Staffs Water 24 Hours a day 0800 389 1011

Telephone – O2. 8am – 8pm 0344 809 0202

Other Organisations Office Hours / Out of Office Hours Number

Department for Education Enquiry Line 0370 000 2288


Environment Agency Flood Line (24 hours) 0345 988 1188

Foreign and Commonwealth Office

Consular Assistance (24 Hours) If Abroad Ring:

020 7008 1500 +44 20 7008 1500

Public Health England Main Switchboard 020 7654 8000

Transport Companies Office Hours / Out of Office Hours Number

Major Coachways – Coach Company

Office Hours Mobile Number (24hrs)

01384 230 191 07831 893640

Bearwood Taxis – Taxi Company

24 Hours a day 0121 420 1122

West Bromwich Taxis – Taxi Company

24 Hours a day 0121 553 5050

Heritage Cars Group – Taxi Company

24 Hours a day 0121 555 5151

SCA Conference Room 0121 558 8086

Hadley Stadium 0300 012 0121

Helpline 24 Hours a day 0121 565 8809

SJ Security Services Ltd -Security Company / Key Holders

Javed Bashir (24 Hours a day) 24 Hours a day

07973 661404 0843 289 3706

Tameside Primary Academy/Key Holders – Mitchell Hill Conor Adderley (Site Mgr) Debbie Woodcock (Sites team)

24 Hours a day Principal to call Principal to call

07502 206529

Sir Mark Grundy, Chief Executive Officer

24 Hours a day 07793 874343

Mr D Irish – Deputy CEO 24 Hours a day 07525 072041

Mr G Faux 24 Hours a day 07595 217307

Mrs K Grundy 24 Hours a day 07872 375894

Mrs J Kellas – Trust Finance Director

24 Hours a day 07921 057310

Mrs M Adams – Trust Human Resources Director

24 Hours a day 07595 271864

Mr M Hill – Principal 24 Hours a day 07502 206529

Mrs L McGregor – Vice Principal

24 Hours a day 07568 602586

Chair of Governors for the Trust

Principal to Call XXXXXXXXXXX


Important Note

It is essential that accurate notes are kept regarding any incident where the emergency

plan is invoked. These notes will assist the Academy in dealing effectively with any issues,

e.g. litigation, insurance queries etc. which may arise in the aftermath of an incident. Good

practice in note-keeping is shown at appendix 2a to this plan.

Introduction

Shireland Collegiate Academy Trust already has robust measures in place to comply with

our requirements under legislation such as Health and Safety at Work Regulations and

Fire Safety Regulations.

The aim is to provide a safe working and learning environment as possible for our students

and staff. The security and safety experienced by students at the Academy has been

recognised in recent OFSTED inspection reports which commented on the Academy’s

caring and supporting ethos.

Whilst no-one would wish for or relish having to deal with an emergency, they can and do

happen, both in and out of school hours. The ability to respond appropriately to that

emergency depends on the forethought, planning and training that has already taken

place.

Statement of Intent

I Sir Mark Grundy of, Shireland Collegiate Academy Trust, am committed to ensuring the

highest level of education and development for all of its pupils. This is particularly

important during times of disruption which can be caused by a variety of different

scenarios.

As CEO, supported by the Chair of Trustees and the School Incident Management Team, I

will be responsible for the coherence and effectiveness of the school’s emergency and

business continuity planning arrangements. This includes ensuring that the school is fully

prepared to cope with any incident that may arise and providing a continued education and

place of safety for the pupils.

This Emergency and Business Continuity Plan will enable our school to fulfil its obligations

to:

• Protect the vulnerable, including pupils and staff

• Support the work of the Emergency Services

• Maintain business continuity when faced with any disruptive challenge

We will achieve this through:

• Effective planning and preparation

• Establishing roles, responsibilities and a leadership structure


• Working towards a confident and controlled incident response and recovery

• School wide training and awareness raising

• Tailoring this plan to meet the school’s specific needs

We recognise that it is the responsibility of every member of staff and school personnel to

be familiar with the plan and its contents. This plan will be regularly reviewed and kept up

to date in order to fulfil the above obligations to a high standard.

Definition of an Emergency

For the purposes of this plan, an emergency is defined as being:

An event or events usually sudden, which involve experiencing significant personal

distress, to a level which potentially overwhelms normal responses and procedures and

which is likely to have emotional and organisational consequences.

Types of Emergency

It is not feasible to list all of the types of emergency which could affect the Academy. The

following serves as a broad outline:

Inside the Academy

• A deliberate act of violence, such as the use of a knife or firearm

• A student, member of staff or visitor to the Academy being taken hostage

• The destruction or serious vandalising to part of the Academy

• A violent intrusion onto the Academy site by malicious persons, either in person or

by means of arson or bomb

• The building becoming unsafe as a result of fire or flooding / a fire or laboratory

explosion

• Loss of services e.g. power outage, water supply failure

• Potential fatality in the Academy

Outside the Academy

The death or serious injury of a student, member of staff, including those occurring on

educational visits

• A more widespread disaster in the community

• Unavoidable Closure e.g. severe weather, pandemic disease etc.

• Civil disturbances and terrorism

Scope of the Plan

This plan is concerned with the students, staff and visitors to Tameside Primary Academy,

and with the premises and grounds, both during inside and outside of normal Academy

hours. It also provides guidance on emergencies occurring during off-site activities such

as educational visits.


The plan is intended to be implemented in the early stages of an emergency situation

(sometimes referred to as the Response Phase) when the taking of appropriate actions will

mitigate the effects of the emergency.

It is not intended to define preventative measures which are already catered for as part of

the Trust’s obligation to comply with legislation e.g. Health and Safety at Work Regulations

and Fire Safety Regulations or to set out measures for ensuring business continuity which

are subject to separate plan.

Aim and Objectives of the Emergency Plan

The aim of this plan is to reduce the impact of emergencies and minimise the educational

and administrative disruption to the Academy caused by those situations, enabling a rapid

return to normal Academy routines.

The objectives of this plan are:

• to ensure that effective control is established at a senior level during the critical

early stages of an emergency

• to identify and inform key staff of their roles and responsibilities in an emergency

management team

• to identify suitable locations for the accommodation of staff managing the

emergency

• to set out a list of actions to be carried out by members of the emergency

management team

• to provide a communications structure, including a list of contact telephone

numbers of key personnel

• to control the flow of information and reduce the likelihood of misinformation

circulating.

Plan Activation

The emergency plan will be activated in the following circumstances:

An emergency situation occurs which is beyond the capacity and resources of the first

member of staff on the scene to resolve without the assistance of other members of staff

or other organisations.

Levels of Activation

As the nature and impact of an emergency can vary, it may not always be necessary to

implement the full plan. The senior member of staff (usually the CEO/ Principal) taking the

report of the emergency will exercise his or her judgment and select one of the following

levels of activation:

1. Monitoring the situation (allowing normal processes to deal with the incident)

2. Placing staff on standby

3. Partial implementation


4. Full activation

First Actions in an Emergency

Activation Process – first actions by person alerted to the emergency

Information regarding an emergency may come from a number of sources. It is essential

that the member of staff first becoming aware that an incident is taking place gathers and

records as much information as possible about the incident.

A pro-forma record is shown at Appendix 1 to this plan (or if the emergency occurs on an

educational visit – use appendix 9)

The member of staff should take immediate action to alert others of the emergency and

take initial action in accordance with existing guidance (e.g. activate fire alarm) BUT

should not put themselves at risk. That member of staff should then inform a senior

member of staff in the following order of priority:

1. Principal

2. CEO

3. Vice Principals

The roles of the Senior Managers and contact details are shown in Appendix 11

Please note if an emergency situation impacts on more than one Academy or all

Academies, then the trust will become the emergency management team and will direct

Principals and SLT on roles and responsibilities.

In the event of a Trust wide emergency, the Emergency Management Team will consist of:

• CEO

• Deputy CEO/Secondary School Improvement Lead

• Finance & Compliance Director

• HR Director

• Primary School Improvement Lead

First Actions by Principal / Senior Vice Principal

A detailed diagram / description of the functions of Principal / Senior Vice Principal is

contained within the section Emergency Management Team and appendix 4.

Inform other members of the Emergency Management Team (see below)

Decide on the appropriate level of activation (see above)

Assess the information regarding the incident


Emergency Management Team (EMT)

It is recognised that an emergency situation will generate a large number of activities

which cannot effectively be dealt with by one person. Assistance will be required to enable

the senior manager in charge to delegate certain key tasks, allowing him or her to maintain

an overview as the incident unfolds.

Broadly, the anticipated tasks can be grouped as:

• Overall incident management

• Communications

• Welfare

• Media management

• Resources

This plan follows established good practice in that senior members of staff are pre-

identified for each role within the SLT. Reserves are also identified in the event that the

nominated person is unavailable, from other senior staff. These roles for each academy

can be found in appendix 11.

Outline of the Roles of the Emergency Management Team (EMT)

The following paragraphs provide an overview of the key roles within the EMT. Detailed

task sheets for each role will be found at appendices 3-7

Chief Executive Officer

It will be the CEO’s responsibility to inform the Board of Trustees and the Resistance Unit /

Director of Children’s and Young Peoples Service at Sandwell MBC if applicable.

The CEO will also be responsible for issuing statements to the media and overseeing any

external communication.

Principal

The Principal will take the lead role in the Emergency Planning. In the absence of the

Principal, the CEO will take on the role of Principal in the Emergency Planning. In the

absence of both the Principal and CEO, the Senior Vice Principal will take on the role of

Principal.

The Principal will chair any meeting of the EMT (see also appendix 3)

Principal / Vice Principal

The Principal / Vice Principal will take overall operational responsibility for the Academy’s

response to an emergency. They will be supported by four senior members of staff to take

roles relating to communications, welfare, media management and resources. They will

have support from the administrative staff, site management team and if necessary outside

agencies.


The Principal/ Vice Principal should delegate responsibility of the daily routines of the

emergency.

It will be the responsibility of the Principal/ Vice Principal to appoint members of SLT to

cover if members of the EMT are on holiday or sick leave etc.

Communications

The senior member of staff responsible for communication is responsible for ensuring

communication needs of the Academy during the crisis both internally to staff and pupils

and externally for communication for the receiving and giving information to external

services, parents, the Local Authority etc.

The role of Log Keeper for the incident will a be member of the Administration team within

Reception, with a person nominated at the time of the event by Joanne Cook / Jane

Kellas. This member of staff will also be responsible to open and maintain a personal log

of all factual information. It is important to keep this log with recordings of time and actions

taken for any subsequent formal inquiry which could follow such as investigation by the

HSE, Coroner’s Court, statement to the police etc. (see also appendix 5).

Welfare

The senior member of staff with this responsibility will secure the immediate safety of

students and members of staff, which may include evacuating the building or by keeping

students and staff inside the building. Establish the where about of students, staff, visitors

and compile a list of any unaccounted.

Identify those students and staff who are badly affected and who may need extra support.

Make arrangements for reuniting students with their parents (see also appendix 4).

Media Management

All media statements are to be made by the CEO or in his absence the Principal. The

senior member of staff with this responsibility may issue statements on behalf of the CEO

or prepare a press statement with the approval of the CEO in his absence. This member of

staff will ensure as far as reasonably practicable that no staff or student speak to the

media, that media comment is postponed until more information is available and if

appropriate legal advice is sought (see appendix 6).

Resources

The senior member of staff with this responsibility would ensure access to emergency

services, open and close parts of the Academy as required. Establish a safe secure base

for the EMT to work from. Arrange a place to receive parents and students involved. If

outside term time or outside working hours arrange for the site manager to open certain

parts of the Academy (see also appendix 7).


Locations of emergency kits to be used in an event of an emergency to be relayed to all

site staff. Emergency kits to compromise of torches, whistles, First Aid Kits, Hi-Visibility

Vests.

Emergency Management Team - Accommodation

The locations for each academy are identified as suitable locations to accommodate the

emergency management team and are shown in Appendix 11.

In the event that none of the preferred locations being available, then the senior manager

responsible for Resources will decide on an appropriate location.

Note that certain types of emergency, especially those involving out of hour’s off-site

activities, may not require that the emergency management team move immediately to the

identified office. It may be appropriate for members of the EMT to be briefed and instructed

by telephone or other means.

Dealing with the Emergency

The wide range of incidents which could potentially occur prevents the formulation of one

specific action plan. The purpose of forming the emergency management team is to

provide an experienced decision-making team that can exercise judgment in dealing with

an incident.

This strengthens the need for accurate notes to be kept of any decisions taken, and the

rationale giving rise to those decisions. The appendices to this plan provide worksheets

setting out the main areas of concern for each member of the emergency management

team.

The following paragraphs set out two of the most important actions to be considered:

Evacuation

This is the process of moving people (students, staff etc.) and other living things from a

real or potential danger to a safer place. The Academy has identified assembly points

away from Academy buildings and regularly practice fire evacuation. Evacuation is often a

good response to events taking place within the Academy buildings.

The evacuation procedure should be explained to all staff, including site staff, this should

be delivered as part of their departmental meetings. The evacuation will be carried out by

the senior staff for each department, who will ensure that all students, staff and visitors

leave the area safely.

In the event that it is deemed by EMT that it is not safe for students, staff and visitors to be

remain within the school boundaries, an identified area will be used.

In the event of an evacuation of the nursery, an identified area will be used.


Sheltering in-place

This option is a good response to events taking place outside the Academy buildings. Put

simply, students, staff and visitors remain within buildings until they are informed that it is

safe to leave. If the external event is of a potentially toxic nature e.g. fire, chemical leak

etc., doors and windows will be closed.

A variant of this is known as a “lock-down” where windows and doors are locked to prevent

violent or potentially violent persons entering Academy buildings.

Restoration and Recovery

Stand Down

The term “stand-down” is used to denote the point when the emergency is over or coming

to an end. At this time the emergency management team is no longer required to function

as a complete team. The CEO will decide whether the team can be returned immediately

to their usual routines or whether there is a need for a gradual “winding down” with group

meetings taking place on an occasional basis.

De-Brief

Following any emergency, it is important that all staff members involved in the incident are

de-briefed as soon as possible afterwards. This process provides an opportunity to gain a

full picture of actions taken, gather an assessment of their effectiveness, and evaluate the

impact of the emergency on the Academy. It also enables an identification of any issues

that have arisen prior to any potential legal proceedings and provides an opportunity for

the emergency procedures to be reviewed. Items of good practice can then be

incorporated into the emergency plan.

Return to Normality

When the emergency is over and media interest subsides, the Academy will need to begin

the process of returning back to normal. There may be formal inquiries, police

investigations into the incident which may continue for some time and require the

cooperation and support of staff, students and parents.

When appropriate arrange for special assemblies

Liaise with parents regarding attendance at funerals (It will be up to the Executive

Principal to make a judgment on how many staff/students should be permitted to

attend the funeral)

Arrange debrief sessions for staff and pupils

Identify and support high risk students and staff

Consider the need for individual or group support

Help affected students and staff to come back to work


Seek legal advice

Debrief session for Emergency Management Team, review the Academy’s

Emergency Plan, evaluating the Academy’s response and feeding in any lessons

learnt

Review Strategic and Operational Risk Register and appropriate risk assessments

Longer Term Considerations

Consult and decide on whether and how to mark anniversaries

The impact of some incidents can continue for years, so thought may need to be

given to on-going identification and support measures for both students and staff

who are affected

Legal processes, enquiries and news stories may bring back distressing memories

and cause upset in the Academy

Remember to make any new staff aware of which students were involved and how

they were affected


Incident Response

Aide-Memoire 1 – Unplanned School Closure

For example, severe weather or civil disturbance

Plan for re-opening and return to normality

Cancellations: bookings, transport, clubs etc

Site Security

Transportation

Catering requirements

Establish helpline

Inform parents / carers. Inform pupils

Contact Public Relations Officer, Area Education Officer, Emergency Planning Officer, Childrens Services,

Consider media, PR and information sharing (see appendix 9)

Inform Sandwell council using the extranet - www.lea.sandwell.gov.uk. They will update the council website and twitter for parents and carers

Alert: Chair of Governors / contractors / support staff / insurance company

If in immediate danger, evacuate or invacuate to a point of safety

Contact emergency services or relevant organisations e.g utilities

Start incident log

Decide on the appropriate level of activation

Discuss the information received with EMT

Contact Principal. In the absence of the Principal, a Vice Principal will take on the role of Principal


Aide-Memoire 2 – Death or Serious Injury to a Pupil or Staff

For example, violence, assault or accidents



Site Security

Nominate a meet and greet person.

Briefing room for staff / families / media

In the event of a unplanned closure, see unplanned closure chart.

Establish helpline

Inform those not involved: Parents / carers, pupils, neighbouring schools

Contact Public Relations Officer, Area Education Officer, Emergency Planning Officer, Childrens Services, Educational Psychologists, Departments for Education, Unions

Consider media, PR and information sharing

Follow School Health and Safety Policies and Procedures. Accident and Incident forms


Inform parents / carers directly involved.

Set up Incident Control room as a focal point for all decisions and information

Record injuries and casualties; names, locations.

Contact emergency services or relevant organisations e.g utilities

Start incident log





Aide-Memoire 3 – Outbreak of Disease

For example, Pandemic Flu, Meningitis, Measles etc.

Update Risk Management Plan



Support from volutary organisations

Site Security

Maintain regular updates to staff, families, pupils

Briefing room for staff / families / media.

In the event of a unplanned closure, see unplanned closure chart or serious injury flowchart

Alert neighbouring schools and maintain information sharing

Use social media and school website to update public

Establish helpline

Contact Public Health England, Area Education Officer, Childrens Services


Follow School Health and Safety Policies and Procedures. Accident and Incident forms


Set up Incident Control room as a focal point for all decisions and information (off-site if required)

Contact emergency services or local authority public health teaml.

Compile a list of affected pupils / staff: names, symptomes, location.

Start incident log



Contact Principal. In the absence of the Principal, the a Vice Principal will take on the role of Principal


Aide-Memoire 4 – School trip Incident

For example, off-site accidents, transport accidents, transport delays



Maintain regular updates to staff, families, pupils

Briefing room for staff / families / media.

See other scenarios as required: Death / serious injury / Outbreak of Disease

Depending on severity of incident establish helpline


Set up Incident Control room as a focal point for all decisions and information (off-site if required)

Alert: Chair of Governors /parents and carers / home contacts for staff and volunteers on trip / transport provider / insurance provider / FCO (if abroad)

Consider: Specific pupil needs / catering requirements / alternative accomodation and or transport / ensure arrangements for return home are in place

Follow School Health and Safety Policies and Procedures. Accident and Incident forms / RIDDOR

Contact Area Education Officer, Childrens Services

Contact Police (ask for Liaison Officer / Forward Control Officer

School based contact to access trip details.

Start incident log

SCHOOL BASED CONTACT: On receiving a call from a group on a visit use the 'Home Based Contact Emergency Action Sheet' to record key information (page 46-49)





Aide-Memoire 5 – Fire or Flood

For example, Burst Water Main, Fire on Premises or Neighbouring Building

Update Risk Management



Site Security

Transportation



Establish helpline


Contact: Public Relations Officer, Area Education Officer, Emergency Planning Officer, Childrens Services, Insurance Company



Site security, no access to school until safe to return

Decide suitable place to manage incident / off site


Start incident log

Temporary relocation: liaise with 'Buddy School' or contact council

Inform other members of the Emergency Management Team

Collect attendence registers / roll call students

Contact emergency services

Follow evacuation procedures


Discuss the information received



Aide-Memoire 6 – Bomb Threat

For example, telephone threats, suspicious packages or unexploded devices



Site Security

Transportation



Contact: Children's Services, Area Education Officer, Emergency Planning Officer, Property Services

Establish helpline




Site security, no access to school until safe to return

Decide suitable place to manage incident / off site


Start incident log

Temporary relocation: liaise with 'Buddy School' or contact council

Inform other members of the Emergency Management Team

Collect attendence registers / roll call students

Contact emergency services

If it is a telephone threat, use bomb threat sheet

Follow evacuation procedures


Discuss the information received

Contact Principal. In the absence of the Principal a Vice Principal will take on the role of Principal


Aide-Memoire 7 – Unplanned Loss or Shortage of Key Staff

For example, industrial action illness





Site Security

In the event of a unplanned closure, see unplanned closure chart

Support for returning staff: is there any support required after absence?

Buddy school: liaise with neighbouring schools and shared staff / facilities

School timetable: alternative timetable to accomodate fewer staff

Virtual learning environment: schools own 'e learning' website, or GCSE Bitesize

Support staff: consider human resources available: exam invigilators, after-school club leaders e.t.c

Class sizes: Maintain acceptable ratio stafff pupils / can activities be arranged e.g sports, assemblies, external providers

Multi-skilled staff: List of staff skills location, Re-allocate staff

Alternative Teaching Staff: Supply teachers contact list, agency staff

Contact Childrens Services / Emergency Planning Officer / Department for Education Services / Area Education Officer / Risk and Insurance

Alert: Chair of Governors / teaching staff, / support staff / Parents and carers / Pupils

Identify which staff are absent / timescale of stortage / critical services disrupted

Start incident log





Aide-Memoire 8 – Denial of Access

For example, preserved scene: break in investigation, alarms not working / electronic

doors



Remedial action: intiaiate action necessary to regain access e.g. locksmith, repairs, clean-up

Make alternative arrangement to cover (as necessary): accomodation / lessons / activities / after school clubs and events

Health & Safety: is access limited by a hazardous event? e.g fire, asbestos exposure, break-in / ensure health and safety of site attendees is monitored

Site Security: List of key holders locations / consider other means of access e.g. locksmiths / Ensure access is restricted / Keep records of those at or leaving site /

Security company

Liaise with with support organisations / services: Childrens Services / Emergency Planning Officer / Department for Education Services / Area Education Officer / Risk and

Insurance



Identify disruption: Damage to property or equipemt / critical service functions

Start incident log


Discuss the information received with EMT - Assess: SCALE, DURATION and IMPACT



Aide-Memoire 9 – Failure of Technology or Loss of Data

For example, network disruption, damage to computers




Site Security and Access: CCTV / alarms / access points - all functioning? / Consider limiting access points if not / Key holders identified / identification / visitors badges for

ICT support / technology companies

School Timetable: alternative to compensate loss of lessons / failure of remote learning considerations / activities or specific sessions requiring technology re-arranged /

controlled assessment and exam timetables

Alternative Data Locations or facilities: offsite data/hard copies / buddy school facilities


Insurance


Severity of Impact: user groups / vulnerable groups affected / Potential security breaches / safeguarding - liaise with school Child Protection Officer

Contact ICT Support / Internet Providers and establish: timescale of loss / loss of personal / confidential data / backp-up offered / critical services disrupted

Start incident log





Aide-Memoire 10 – Loss of Key Suppliers, Partners or Third Parties

For example, liquidation of a supplier company



Site Security and Access: Unused areas locked up / Key holders identified / identification / visitors badges for secondary suppliers etc

School Timetable: alternative to compensate loss of lessons activities or specific sessions re-arranged / controlled assessment and exam timetables

Catering requirements: alternative lunches / location onsite - offsite

Alternative temporary supplies/ facilities: buddy school facilities / council assistance / Secondary partners or suppliers


Insurance


Severity of Impact: user groups / vulnerable groups affected / proportion of school affected

Contact Supplier/partner and establish: timescale of loss / critical services disrupted / back-up options - suppliers

Start incident log





Aide-Memoire 11 – Loss of Utilities

For example, damage to water or electricity supply




Site Security and Access: Unused areas locked up / Key holders identified / identification / visitors badges for utility workers etc

School Timetable: alternative to compensate loss of lessons / alternative start or finish time / controlled assessment and exam timetables

Catering requirements: alternative lunches / location onsite - offsite

Alternative teaching location: areas of school not affected / buddy school facilities


Insurance


Level of Impact: time of day /season / weather / temperture

Contact Utility company and establish: timescale of loss / areas of school affected / critical services disrupted / back-up options - generators etc

Start incident log



Contact Principal. In the absence of the Principal, the Senior Vice Principal will take on the role of Principal


Appendices

Appendix 1 – Recording Details of Incident

Whoever receives the alert should ask for and record as much information as possible:

Details (Name, address, telephone

number if possible) of person

reporting the incident:

Exact location of the incident:

Details of the incident:

(including actual words used by the

informant)

Causalities: (severity if known)

Who else has been informed: (i.e.

emergency services, parents etc)

Any other action taken so far:

Member of SLT informed: (and

time)

Name and phone number of

person taking the report:

Creation of EMT: (Responsibility of

key areas as per page 7 and 8)

If appropriate, the person receiving the information should dial 999 for the emergency

services and provide the information above.


Appendix 2a – Incident Log Sheet of Telephone Calls Decisions and Other

Matters

Name: Date: Incident: Sheet Number:

No. Time Name –

From/To

Information Action Required Done


Appendix 2b – ‘Logging’ or Recording of Actions

Log or Record Books

All actions must be logged on the “incident log” – this sheet is the ideal medium for

recording events is a hardback notebook, bound so that pages are not easily removed,

and with numbered pages, carbonated.

Basic Principles:

• Permanent black ink should be used

• Sheet must be numbered from 1 onwards

• Notes should be contemporaneous or made as soon as reasonably practicable,

they should be clear, intelligible and accurate

• Entries should be made in chronological order

• Generally, stick to factual matters but if you wish to record assumptions or rationale

for making or taking decisions, make this clear

• Errors should be crossed through with a single line and initialled. Do NOT overwrite

• Record conversations and other verbal communications in direct speech if possible

• If handing over the record to another person to maintain, sign and time your last

entry and record who you are handing the log to.


Appendix 3 – Telephone Bomb Threat Sheet

[Print out and keep copies in reception and main office areas]

Date: . . . . . . . . . . . . . . Time: . . . . . . . . . . . . . . Name: . . . . . . . . . . . . . . . . . . . . . . . . . . . .

When is the bomb going to explode? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Where is it right now? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

What does it look like? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

What kind of bomb is it? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

What will cause it to explode? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

What is your organisation/code word? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Did you place the bomb? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Why are you doing this? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

What is your name/address? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Exact wording of threat: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . ... . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Telephone number (if available) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. .

Time of call completion: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ..

DO NOT HANG UP THE PHONE

(Try to keep the caller talking and attract the attention of the supervisor)

You must inform your site manager on ext.: .....................

Additional details: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .


Gender Tone of Voice Behaviour of Caller

Male Deep Calm

Female High Pitched Angry

Age Nasal Laughing

Old Muffled Crying

Young Disguised Excited

Familiar * Slow

Stutter Rapid

Loud Irrational

*If familiar, who did it sound like? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Accent (specify). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Distraction/Background noises (give as much detail as possible).

Description Yes No Comment

Noise online

Payphone tone or pips

Operator instructions

Any one in background

Clear line static

Aircraft

Household noises

Crackling

Office

Phone box

Machinery

Animals

Music

PA System

Traffic

Talking

Long Distance

Children

Anything Else


Appendix 4 – Overall Incident Management - Action List for Chief Executive

Officer / Principal / Vice Principal

Phase 1 – Immediate Actions

Ensure that accurate factual information is available for those arriving at the

scene. Start incident log as per appendix 2a

Liaise with the Police, Fire and Ambulance Services and other agencies who may

become involved

Inform the Chair of Trustees and Governors or in the case of Principal, the CEO

Decide what support staff are required if it is an out of hours emergency e.g. site

team, admin staff etc; Liaise with the Communications Coordinator and Resources

Coordinator

Ensure the Communications Coordinator starts to maintain the log sheet of

actions and decisions

Allocate tasks below to Emergency Management Team (EMT)

Phase 2 –Managed Response

Provide regular briefings with EMT and continue to liaise with Emergency Services

and in the case of the Principal, the CEO

In the event that the emergency may have resulted in fatalities or major injuries,

liaise with the Police regarding naming badly injured people or fatalities. But you

may also need to inform next of kin of any staff that have been involved

Identify damage/functions disrupted via the Resources Coordinator; inform

insurance company or loss adjustor.

• IT failure

• Injury to Staff/Students

• Damage to Building

• Damage to Plant/Equipment/Vehicles/Catering Facilities

• Damage to Stock

• Damage to Reputation

• Other

Will the Academy need to be closed as a result of the above, if so how long for,

how will this be communicated to staff and students? This should be

communicated via the gateway or by telephone to staff who have no access to the

gateway. Direct staff not to have any direct contact with the media.


Try to maintain normal routines as far as possible and dedicate members of SLT

to deal with the running of the Academy.

Tell the staff involved to prepare a written report of their involvement noting events

and times

Allocate tasks listed below for EMT

Appendix 5 – Action List for Welfare Coordinator


Take actions to secure the immediate safety of students and staff – This may

include evacuation or keeping pupils and staff inside the building. Decide by

liaising with the Principal if students (or staff) are sent home

Establish the whereabouts of all students, staff and visitors using timetables,

registers and the visitors’ book and make a list unaccounted for and report to the

Principal and Emergency Services. Ensure all information is clearly documented.

Phase 2 – Managed Response

Establish a staff rota and ensure that supporting staff take regular breaks.

Identify those students/or staff who are badly affected and who may need extra

support, there may be a need to employ Educational Psychology Services.

Make arrangements for reuniting students with their parents.

Take into account religious and cultural factors and consider contact with leaders

of local faiths. In particular, some faiths may wish to hold funerals within 24 hours

of death, so sensitive enquiries must be made as to whether it is appropriate for

staff or students to attend.

Appendix 6 – Action List for Communications Coordinator


Continue and maintain a log sheet that records calls and any decisions made.

See appendix 2a.

Consider emergency communication needs. Dedicate lines for incoming and

outgoing calls and arrange for extra support for reception. This could be mobile

phone lines if power is disrupted.


Contact support staff who may be required to report to the Academy, if it is an out

of hours activity.

Inform parents/next of kin if a student or a member of staff has been sent to

hospital.


Inform students, in groups as small as practicable, considering the best way to

give tragic news, if this is delegated by the CEO / Principal.

Inform parents of students not directly involved in the incident, as decided by the

CEO/ Principal.

Ensure any visitors to the Academy are signed in and out are issued with

identification badges – if necessary – liaise with Resources Coordinator.

Appendix 7 – Action List for Media Management Coordinator


If possible avoid responding to media enquiries by saying that a statement will be

issued by the CEO. Never say “No Comment”.

Ensure that any media access to the site, staff and students is controlled. Nb. The

media have to ask permission to come onto site.

Liaise with Resources Coordinator.

Be aware of the potential problems caused by the spread of misinformation

through student and staff use of mobile phones.


Liaise with the CEO to prepare a press statement.

Find a suitable location where the press statement can be issued to media

coverage, by seeking advice from the Resources Coordinator.


Appendix 8 – Action List for Resources Coordinator


Ensure there is access to site for emergency services. Ensure they are aware

of hazardous substances kept on site e.g. asbestos, petrol, chemicals

Open/close parts of the Academy as required and turn off water, gas and

electricity supplies as required.

Establish what damage /functions disrupted e.g. loss of building, injury to staff

or student, IT failure and inform the Principal/Senior Vice Principal

Ensure the security of the premises


Establish a base for EMT to work from. If required, arrange refreshments

Arrange a place to receive parents and students involved. If required, arrange

refreshments

Consider making a room available for the media for press statements but also

to keep them away from parents and students

Appendix 9 – Guidance on Temporary, Unavoidable Academy Closure

There are occasions when it is necessary for the Academy to close temporarily. In most

cases this will be as a result of issues relating to severe weather conditions or problems

relating to the Academy building, site or heating system.

The power to close the Academy for an emergency reason will be the responsibility of the

Principal. In the absence or unavailability of the Principal and CEO, then a pre agreed

nominated member of staff should be familiar with this advice and act on their behalf. This

will be a Vice Principal.

The Principal and Vice Principal should risk assess the situation, before the decision to

close is made. See Aide Memoire 1. The assessment should take into account: -

• The safety and the accessibility of the site and surrounding areas for staff and

students

• The availability of heat, light and power

• Availability of staff

• Contingency plans for school meals

• Requirement of First Steps Nursery

• Exam timetable


Decision to Close

• For the decision to close in the case of severe weather, the above criteria should be

taken into consideration together with weather reports or warnings from appropriate

authorities. (e.g. travel warnings from local police)

• In the case of a building or heating problem which has health and safety

implications, consideration should be given to whether a part closure rather than a

full closure could be achieved in order to minimise disruption to education.

• In the event of a closure, the Academy should make an effort to provide, where

practicable, work for students and staff to do at home.

• The Principal will determine in advance as to whether the Academy should be

closed. In his absence this decision should be made by a Vice Principal by 7.00am

at the latest as this will:-

o Give parents/carers notice to make alternative arrangements for child care.

o Enable staff to prepare and send work home with students to complete whilst

the Academy is closed.

o Give other agencies advanced notice to avoid any cancellation charges.

o Closure information should be repeated to the local radio stations.

o The decision must be committed to all staff and families

o If the Academy continues to be closed after the first day then this information

should be reported on local radio. Parents should be advised to listen to the

appropriate radio stations and if there is no message, students should report

to the Academy as normal.

Staff Attendance

The procedures relating to absence due to unavoidable closure/severe weather conditions

are in the Leave of Absence Policy and staff should be made aware of these.

• Message on the Learning Gateway

• Message on the website

• Text message to all families.

• Put message on phone system

Contacts

If a decision is made to close the school, please email,

[email protected] by 7.30am. The radio stations will be contacted

via this department, so there is no need to contact any radio station directly.

mailto:[email protected]


Appendix 10 – Emergencies on Educational Visits

The Academy Trust has a separate policy on the conduct of educational visits. This

section sets out the actions to be taken when an incident occurs during an educational

visit.

Immediate actions

In the event of an emergency the group leader will contact the nominated emergency

contact number for the offsite activity. The emergency contact number will then contact the

CEO.

Initial Action by Principal/ Vice Principal

Find out what has happened. Obtain a clear picture as you can. Who is informing you of

the incident? (Usually the group leader)

Name of person reporting the incident

Position

Telephone number

Additional telephone numbers

What has happened?

Who has been injured and the severity if

known

Which emergency services have been

involved, and what information have they

given?


The names and towns of the hospitals that

the injured have gone to.

Name of adults who have gone to hospital

with students or staff. Telephone numbers

if known.

What arrangements have been put in place

for the uninjured?

Any other information

Managed Response by CEO / Principal

Decide which or if members of staff should be sent to the scene of the

accident. Don’t let shocked members of staff drive.

What arrangements need to be put into place to recover the uninjured?

Decide which or if members of staff should be sent to the hospitals that the

injured have gone to. Don’t let shocked members of staff drive.

What arrangements need to be put into place to recover uninjured staff who

have gone to hospital with injured students?

Ensure that accurate, factual information is available for those arriving at the

scene.


Liaise with police, fire and ambulances services and other agencies who may

become involved.

If Principal, inform the CEO / Chair of Trustees / Governors.

If necessary create EMT and allocate.

Ensure all staff maintain a log of actions and decisions

Decide what support staff are required to help with the emergency e.g. site

team, admin staff, help from staff from the Academy not affected by the

emergency.

Decide with ELT how parents of injured and uninjured students should be

informed.

In the event of a major accident which may have resulted in fatalities or major

injuries, the Police may give advice regarding naming badly injured people or

fatalities. But you may also need to inform next of kin of any staff that have

been involved.

Provide regular briefings for staff and continue to liaise with emergency

services.

Try to maintain normal routines as far as possible.

Allocate tasks below among EMT as appropriate.

Managed Response for EMT

Communication Inform staff as appropriate, depending on the time and scale of the incident.

Consider emergency communications needs. Dedicate lines for incoming and outgoing calls and arrange for extra support in reception.

Ensure any visitors to the Academy are signed in and out and are issued with identification badges.

Inform parents of any injured students – immediately inform parents of what has happened and where their son or daughter is. Record what their plans are, how they are going to travel to their son or daughter, any assistance they need and means of communications with them (i.e. mobile phone number)

If the visit is abroad and incident results in substantial medical or other expense, the insurers will need to be contacted. The British Consulate in the country where the accident occurred may need to be informed.

Inform students, staff, parents who have no involvement with the emergency. Decide what information should be given, information should be limited until facts are clear and next of kin have been informed. In the event of a tragic incident, there may be a need to employ the services of an Education Psychology Service or this may be taken over by the British Consulate if abroad.


Media Management Introduce, if necessary, control on school entrances and telephones.

Respond to media enquiries by stating that a statement will be issued by the CEO.

Liaise with the CEO to prepare a press statement.

Be aware of the potential problems caused by the spread of misinformation through student and staff use of mobile phones.

Welfare Establish a staff rota and ensure staff take regular breaks.

Identify those students / or staff who are badly affected and who may need extra support.

Make arrangements for reuniting students with their parents.

Take into account religious and cultural factors and consider contact with leaders of local faiths. In particular, some faiths may wish to hold funerals within 24 hours of death, so sensitive enquiries must be made as to whether it is appropriate for staff or students to attend.

Resources Establish a base for EMT to work. Arrange refreshments.

Arrange a suitable place to receive students and staff involved. Arrange refreshments.

Find a suitable location where the press statement can be issued to media coverage.


Appendix 11 – Roles and Contacts within Academies

Role Person Contact details

Chief Executive Officer Sir Mark Grundy 07793 874343

Principal Mr Mitchell Hill 07502 206529

Vice Principal Mrs Lorna McGregor 07568 602586

Tameside Primary Academy

Incident Management Mr M Hill

Mrs L McGregor

Communications Mr M Hill

Mrs L McGregor

Welfare Mrs M Adams

Mr M Hill

Mrs J Blackham

Media Management Sir Mark Grundy

Mrs J Kellas

Resources Mr M Hill

Mrs J Blackham

Tameside Primary Academy

1 Identified Area

2 Identified Area

shireland collegiate academy trust policy emergency plan · emergency management team -...

Documents